How to cancel a job interview (with examples!)📱-
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Introduction 👋
Cancelling a job interview can feel daunting, but sometimes situations arise that make it necessary.
Whether you’ve accepted another job offer, encountered unexpected conflicts, or simply changed your mind, cancelling an interview professionally is key to maintaining a positive reputation in the job market.
Here’s a step-by-step guide to cancelling a job interview gracefully and respectfully.
1. Check the interview invitation 📨
Before taking any action, check the interviewer’s email to see if they’ve included any instructions for cancelling the interview. 📝
Some organizations may have specific procedures or preferred methods for cancelling interviews.
Following an interviewer’s guidelines for cancelling the interview shows professionalism and respect for their time. ⌛
2. Notify them as soon as possible ⌚
Once you’ve made the decision to cancel the interview, make sure to notify the employer as soon as possible. ⌛
Prompt communication can give the interviewer the opportunity to change their schedules and make other arrangements, and reduce the likelihood that you’re inconveniencing them. 📆
3. Choose the best way to contact them📱
Decide on the most appropriate way to notify the employer that you’re cancelling.
This could be via:
- email 📧
- in-person
- a phone call 📞
- direct message
While email is generally acceptable, if you’ve been communicating with a specific person or recruiter, consider reaching out to them directly via phone call or a professional messaging platform. 📨
4. Be honest and get straight to the point 🎯
When communicating your decision, be honest about your reasons for cancelling but keep it to the point.
You don’t need to provide excessive detail – a brief explanation is enough. 📏
Whether it’s due to accepting another job offer, personal reasons, or a change in circumstances, honesty is appreciated. 💖
5. Show gratitude 🙏
It’s important to express gratitude for the opportunity to interview and apologize for any inconvenience caused by the cancellation.
Demonstrating appreciation acknowledges that the interviewer has given up time and effort to offer you the interview opportunity. ⌚
6. Offer to reschedule (if appropriate) 📆
If you’re open to the possibility of rescheduling the interview in the future, express your willingness to do so.
This leaves the door open for potential opportunities while demonstrating your continued interest in the employer. 🚪
7. Check they’ve received your message ✅
If you haven’t received a response within a reasonable time frame, follow up to confirm they received your cancellation message.
This ensures clarity and prevents any misunderstandings where they might have missed your message! 👍
8. Keep it professional 👩💼
You never know when you might encounter people you work with again, so it’s important to leave a good impression, even if you’re cancelling the interview.
Throughout the communication process, maintain a professional tone and demeanor. 👔
Even if you’ve decided not to pursue the opportunity, leaving a positive impression is important for future interactions and potential opportunities with the employer. 🔮
9. Follow up with a thank-you note 🎁
After cancelling the interview, consider sending a brief thank-you note to express appreciation for the opportunity and reiterating your apologies for any inconvenience caused. 🙏
This final touch demonstrates professionalism and leaves a positive impression. ☀️
Good reasons to cancel an interview ✍️
There are lots of different reasons why you might want to cancel an interview, and here are some of the most common:
1. Accepting another job offer 🤝
If you’ve already accepted a job offer from another employer, it’s polite to cancel any other interviews you have booked. 🚫
You could say something like:
“Unfortunately I’ve recently accepted an offer for another role, so I will no longer be able to attend the interview for this position. I want to extend my best wishes to you and the team for a successful recruitment process. Perhaps our paths will cross in the future, and I look forward to the possibility of working together.”
2. Personal emergency 🚑
Unexpected personal emergencies, such as a sudden illness, family emergency, or unavoidable commitment, may might that you need to cancel an interview. 🚫
If you feel comfortable explaining the reasons more clearly, an interviewer would usually appreciate you explaining what sort of emergency you’re experiencing.
However, if you’re not comfortable sharing, you could comfortably say something like:
“Unfortunately, I’ve encountered a personal emergency that requires my immediate attention. I apologize for any inconvenience caused and appreciate your understanding.”
3. Conflicting obligations 🧱
If you’ve got commitments or conflicting obligations that cannot be rescheduled, you might need to cancel the interview. 🚫
You could say something like:
“I have a prior commitment that has arisen and cannot be rescheduled, conflicting with the interview time. I apologize for any inconvenience and hope to have the opportunity to connect in the future.”
4. Unforeseen circumstances 🌪️
Unforeseen circumstances beyond your control, such as bad weather, transportation issues, or power outages, may disrupt your ability to attend the interview. 🚫
You could say something like:
“Due to an unexpected power outage in my area, I am unable to access electricity or internet connectivity, making it impossible for me to participate in the interview as scheduled. I apologize for any inconvenience caused by this unforeseen circumstance and appreciate your understanding.”
5. Travel restrictions ✈️
If the interview requires extensive travel, and you encounter unexpected travel restrictions or complications, it may be necessary to cancel. 🚫
You could say something like:
“Unexpected travel restrictions have arisen, preventing me from travelling to the interview location. I apologize for any inconvenience and hope to have the opportunity to connect virtually.”
6. Health reasons 👩⚕️
If you’re feeling unwell or experiencing symptoms of illness, you may need to cancel the interview to prioritize your health and well-being. 🚫
You could say something like:
“Unfortunately, I’m feeling unwell and experiencing symptoms of illness, making it no longer possible for me to attend the interview. I apologize for any inconvenience and appreciate your understanding.”
7. Lack of interest 🙅♀️
If you’ve thoroughly researched the employer or position and decided it’s not the right fit for you, it’s a good idea cancel the interview to avoid wasting both your and the employer’s time. 🚫
You could say something like:
“Upon further reflection and research, I’ve determined that the role may not be the best fit for my career objectives at this time. I apologize for any inconvenience and thank you for considering me.”
8. Job requirements 📝
If you’ve received additional information about the job role or requirements, you may realize it doesn’t align with your skills, qualifications, or career objectives, meaning you want to cancel. 🚫
You could say something like:
“After reviewing the job requirements in more detail, I realize that my skills and qualifications may not align with the position’s needs. I apologize for any inconvenience and appreciate your consideration.”
9. Personal reasons 🧠
Personal reasons, such as needing to attend to a personal matter or take a mental health day, might mean that you need to cancel the interview. 🚫
You could say something like:
“I need to attend to a personal matter that requires my immediate attention, preventing me from participating in the interview. I apologize for any inconvenience and appreciate your understanding.”
10. Issues with the organisation 🏢
You might learn some difficult things about the employer and want to cancel, such as seeing unfavorable reviews, news, or having ethical concerns. 🚫
You could say something like:
“Recent developments related to the organization have raised concerns that lead me to reconsider pursuing the opportunity. I apologize for any inconvenience and thank you for your consideration.”
Templates of what to say when you cancel an interview 💬
If you want to reschedule 📆
Subject: Rescheduling Interview for [Job Title] Position
Dear [Interviewer’s Name],
I hope this email finds you well. I am writing to inform you that, unfortunately, I need to cancel our scheduled interview for the [Job Title] position at [Employer Name] on [Interview Date]. I apologize for any inconvenience this may cause.
The reason for cancelling is [brief explanation, e.g., unforeseen personal circumstances, conflicting commitments, etc.]. Please accept my sincere apologies for any disruption this may cause to your schedule and recruitment process.
I remain very interested in the opportunity to join [Employer Name] and am eager to discuss the role further. I value the opportunity to contribute to [Employer Name] and believe my skills and experience align well with the position requirements.
I would like to reschedule the interview at a mutually convenient time in the near future. I am flexible and available on [mention availability, e.g., weekdays after 2 pm, or specific dates/times]. Alternatively, please let me know if there are any other available slots that work for you.
Once again, I apologize for any inconvenience caused and appreciate your understanding. Thank you for your time and consideration.
Looking forward to hearing from you soon.
Warm regards,
[Your Name] [Your Contact Information]
If you don’t want to reschedule 🚫
Subject: Cancellation of Job Interview for [Job Title] Position
Dear [Interviewer’s Name],
I hope this email finds you well. I am writing to inform you that I need to cancel our scheduled interview for the [Job Title] position at [Employer Name] on [Interview Date]. I apologize for any inconvenience this may cause.
After careful consideration, I have decided to withdraw my application for the position. This decision was not made lightly, and I want to express my appreciation for the opportunity to interview with [Employer Name].
I want to extend my gratitude for your time and consideration throughout the recruitment process. It was a pleasure learning more about [Employer Name] and the [Job Title] role.
I apologize for any disruption this cancellation may cause to your schedule and recruitment process. Please let me know if there are any additional steps I need to take regarding my application.
Thank you once again for considering my candidacy. I wish you and the team at [Employer Name] all the best in filling the position.
Warm regards,
[Your Name] [Your Contact Information]
Cancelling a second interview, after you’ve already had a first interview 🎤
Subject: Cancellation of Second Interview for [Job Title] Position
Dear [Interviewer’s Name],
I hope this email finds you well. I am writing to inform you that I need to cancel our scheduled second interview for the [Job Title] position at [Employer Name] on [Interview Date]. I apologize for any inconvenience this may cause.
After careful consideration and reflection on our initial discussion, I have decided to withdraw my application for the position. I want to express my sincere appreciation for the opportunity to interview with [Employer Name] and for the time you and the team have invested in considering my candidacy.
I value the insights gained from our first interview and have come to the conclusion that the [Job Title] role may not be the best fit for my career goals and aspirations at this time.
I apologize for any disruption this cancellation may cause to your schedule and recruitment process. Please let me know if there are any additional steps I need to take regarding my application.
Thank you once again for considering my candidacy. I wish you and the team at [Employer Name] continued success in finding the ideal candidate for the position.
Warm regards,
[Your Name] [Your Contact Information]
Conclusion 👍
So that’s it!
To cancel a job interview, you should:
1. Check the interview invitation 📨
2. Notify them as soon as possible ⌚
3. Choose the best way to contact them📱
4. Be honest and get straight to the point 🎯
5. Show gratitude 🙏
6. Offer to reschedule (if appropriate) 📆
7. Check they’ve received your message ✅
8. Keep it professional 👩💼
9. Follow up with a thank-you note 🎁
Hopefully this article has helped you to understand more about what how to cancel a job interview.
If you know any friends or family members who might benefit from learning about how to cancel a job interview, share this post with them!
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